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Special Collections Research Center

 HOURS for November 22, 2018:  

Records Management

Off-site Storage

The University of Kentucky has contracted with Kentucky Underground Storage, Inc., (KUSI) in Wilmore, KY, for its off-site storage needs.  Their customer service contact e-mail is customerservice@kentuckyunderground.com.  We are transitioning all UK units to using the KUSI online records management database for all off-site storage transactions. 

The main KUSI Website is https://www.kentuckyunderground.com/.  Click on "customer support" to log into the records management system.

To request pickup of new boxes:

  1. Do you have a customer account with KUSI?  If not, email customerservice@kentuckyunderground.com to get started.
  2. Do you have an online inventory account with KUSI?  if not, email customerservice@kentuckyunderground.com to get started.  Include your customer number.
  3. Have the records you want to send to KUSI already reached their retention?  If you're not sure, check out the "schedule" tab above or contact us at uarp@lsv.uky.edu.
  4. Have you put your files into cubic foot boxes?  You can order more from KUSI.  Each box costs $1.95.
  5. For all UK units except those using Material Managment Medical Storage, have you assigned your box numbers?  The box numbers should use your 4-digit customer number and then a 6-digit consecutive number.  For example:  2100-000032.
  6. For UK HealthCare units using Material Management Medical Storage, have you received and assigned your serial  numbers?  
  7. Have you received your barcode labels?  They will have both your box numbers or your serial numbers and the KUSI barcode numbers on them.  The KUSI barcode starts with "C."  If you need to request barcodes, email customerservice@kentuckyunderground.com.
  8. Have you created an inventory that lists the contents of each box?  If not, use this template.  You must include the box number or serial number, the associated KUSI barcode C number, a box description, the earliest and latest dates of the records in the box, the appropriate record series(s) applied to the contents of the box, and the destruction date  or a review date.  Contact us at uarp@lsv.uky.edu if you have questions about creating the inventory. 
  9. Are you ready to schedule a pickup?  Send the completed inventory to customerservice@kentuckyunderground.com.  Include your customer number in the subject line of the email.  KUSI  staff will forward your inventory to the records manager for review and approval.  Once the inventory is approved, KUSI staff will schedule a box pickup and will let you know the date.  

To request destruction:

  1. Have you prepared the records destruction certificate?  This is required by the state.  Check out the "destruction" tab above  or contact us at uarp@lsv.uky.edu.  
  2. Do you have a level 1 authorized person on your customer account?  This is the person who can request destruction of boxes at KUSI.  KUSI will send your request to the records manager for review and approval.  Contact customerservice@kentuckyunderground.com or ask us for information at uarp@lsv.uky.edu.
  3. Have you requested your destruction online?  KUSI can destroy the boxes once the destruction has been approved.  You may also request that the boxes be delivered to you for destruction.
  4. You also have the option of requesting a permanent box removal (PBR) if the boxes will be delivered to you and won't be returning to KUSI.  KUSI will send a "PBR" request to the records manager for review and approval.

To request box or file retrieval or pickup:

  1. Do you have an online inventory account with KUSI?  If not, email customerservice@kentuckyunderground.com to get started.  Include your customer number.
  2. Have you requested the retrieval or pickup online?
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